Aastra Telecom 4.2 manual Useful Hints

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Useful Hints

Add introductory comments when forwarding a message to another voice mail user, such as “I’m forwarding a message from so-and-so....”

This ”frames” the forwarded message, providing a context for the recipient. Without an introduction the reciever may misinterpret the message. Also, if no introduction is included, the retriever may try to respond to the original sender, only to inadvertently respond to you instead.

When replying to a message, briefly indicate which message you are responding to.

Do not assume that the recipient knows which message you are referring to. You can introduce your response with an opener, such as “Hi Jim. Responding to your message regarding the Blake account....”

Recording Personal Greetings

Be sure to record your name and personal greetings. Callers will know that they have reached the correct mailbox when they hear your voice. You may want to start with one of the sample greetings shown below. The busy greeting is typically recorded once and never changed. Only use the out-of-office greeting if you are gone; that greeting remains in effect until you disable it.

Sample standard greeting: “You have reached <your name>. I’m sorry to have missed your call. Please leave a detailed message and I’ll return your call.”

Sample busy greeting: “You have reached <your name>. I’m on the phone right now. Please leave a detailed message and I’ll return your call.”

Sample out-of-office greeting: “You have reached <your name>. I’m currently traveling on business and will be returning on <day and date>. I will be checking my messages daily. Please leave a detailed message and I’ll return your call.”

34	User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee

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Contents MX-ONE Messaging Voice Mail User Guide Table of Contents Welcome How to use this Guide Message management features General InformationUnified messaging through the telephone What can you do? Introduction to the Telephone User Interface Getting Started Enter your subscriber mailbox numberChange your security code Access your subscriber mailbox Enter your security codeWhen recording your name, do not include an introduction When satisfied, press to save the recordingPress to cancel and exit to the Personal Options menu Record your name to identify your mailboxRecord greetings for your mailbox Getting Started Press to access voice messages Press to access fax messages Handle Incoming MessagesPress to access e-mail messages Press to access messages from outside callersPress to access messages from a specific mailbox Press to access all messagesPress to Cancel or Exit Press to save the message for future referencePress to advance 5 seconds Press for HelpChoose one of the following options Press to listen to the selected messagesWhile listening to the selected messages you can perform a Number of actions on your selections, as previouslyCreate New Messages Press to access the message routing options Forward to a Fax Machine Fax Number Printing an e-mail or fax message on a fax machineMessage Handling Customize Your Mailbox Message Handling Press to change your message notification Press to record your personal greetings Press to record an announcement for a mailbox you sponsorPress to change language selection Press to change Short Message Service SMS notification Press to change message envelope settings Press to change call screening Press to change call blockingPress to access diverted call processing Other Features You May Have Unified MessagingOther Features Networking Voice Intercept Messaging VIMUseful Hints Speed logon with automatic phone number identification Useful Hints Useful Hints Useful Hints Press # for help at any time Index Page Short Message Service SMS SMS Quick Reference Card Voice Intercept Messaging VIM VIM Quick Reference Card Quick Reference Card